Letters and emails you can copy

How to use these

• Fill every [bracket]. Delete the ones that don’t fit.
• Keep it short. One email, one ask.
• Send by email, not just a note in the backpack. Save what you send and what comes back.
• Want help with the wording? Paste the school’s email into the free parent helper and it drafts a reply.

1. Asking for an evaluation

Subject: Request for a full evaluation for [child’s name]

Dear [principal or special education director],

I’m asking for a full special education evaluation for my child, [child’s name], in [grade] at [school]. [Child] has [CVI / suspected CVI] (cerebral or cortical visual impairment), a vision problem that starts in the brain. At home I see [two short examples, like “misses things on busy pages” or “trips on stairs”].

Please include:

• A functional vision assessment by a teacher of the visually impaired (TVI) that covers CVI
• A learning media assessment
• An orientation and mobility evaluation
• An assistive technology assessment

I’ve attached [the doctor’s letter]. Please send me the consent form and tell me who will do each assessment.

Thank you,
[Your name], [phone]

2. Asking for an IEP meeting

Subject: Request for an IEP meeting for [child’s name]

Dear [case manager],

I’d like to request an IEP meeting for [child] to talk about [the evaluation results / adding vision supports / what’s happening in class].

Please invite the teacher of the visually impaired and the orientation and mobility specialist.

I’m available [days and times]. Please send any reports and draft documents by [date] so I can read them before we meet. I’ll be bringing [name, role].

Thank you,
[Your name], [phone]

3. When the school calls it behavior or attention

Subject: Re: [child’s name] in class

Dear [teacher],

Thank you for telling me. I want to work on this with you.

[Child] has CVI, a vision problem that starts in the brain. Kids with CVI can look like they aren’t paying attention when they can’t make sense of what’s in front of them, especially on busy pages, in noisy rooms, or later in the day.

Before we treat this as behavior, I’m asking for a functional vision assessment by a teacher of the visually impaired. Until then, could we try [plain worksheets with fewer problems / a seat facing a plain wall / waiting a few seconds after showing something]?

Could you tell me what time it happened and what [child] was being asked to look at?

Thanks,
[Your name]

4. Introducing CVI to a new teacher

Subject: Meet [child’s name], and a quick note about CVI

Hi [teacher],

I’m [child]’s [mom / dad / parent], and I’m glad [child] is in your class.

[Child] has CVI (cerebral or cortical visual impairment). Their eyes can be healthy, but their brain has trouble making sense of what they see. It gets harder with clutter, noise and tiredness, so it can change through the day.

Three things that help [child] most:

1. [Plain pages with only a few problems]
2. [Saying your name when you come up: “Hi Sam, it’s Ms. Lee.”]
3. [Waiting a few seconds after you show something]

Here’s a short guide for teachers, with a three-minute film: https://cviexplained.com/teachers/

I’ve attached one page about [child]. Could we talk for ten minutes in the first couple of weeks?

Thanks,
[Your name], [phone]

5. After a meeting: what we agreed

Subject: Summary of [child’s name]’s meeting on [date]

Dear [team],

Thank you for meeting on [date]. Here’s what I understood we agreed. Please reply by [date] to confirm or correct it.

Agreed:

1. [Service], by [who], [how often], starting [date]
2. [Support], starting [date]
3. [Evaluation], with results by [date]

Still open:

• [Item], to be decided by [who] by [date]

Next review: [date].

Thank you,
[Your name]

6. Asking for the decision in writing

Subject: Request for prior written notice for [child’s name]

Dear [special education director],

At [child]’s meeting on [date], I asked for [specific request, like “a functional vision assessment by a TVI” or “orientation and mobility services”]. The team [said no / did not decide].

Please send me prior written notice of this decision. I’d like it to say what was proposed or refused, why, what evaluations or reports it was based on, and what other options the team considered.

Thank you,
[Your name], [phone]

Next step

Getting ready for the meeting itself? Use the meeting checklist and the list of supports to ask for.